1. General

These pages, the content, the infrastructure of these pages and the online reservation service of accommodation and other services provided on these pages and through the website (hereinafter: the “platform” or the ”services”) are managed by BRUSSELS BOOKING DESK asbl/vzw (hereinafter: “BBD”, “us”, “we”, “our”), having its registered offices at Koningsstraat 2 Rue Royale, Bruxelles 1000 Brussel, Belgium.

These terms and conditions, as may be amended from time to time, apply to all our services directly or indirectly (through a contracted third party) made available online, through any mobile device, by email or by telephone. By accessing, browsing and using our platform and/or services - and/or by completing a reservation, you acknowledge and agree to have read, understood and agreed to the terms and conditions set out below (including the privacy statement).

2. Services

Through our platform, we (BRUSSELS BOOKING DESK and contracted third party) provide an online reservation platform through which (I) all types of temporary accommodation, (for example, hotels, motels, hostels and bed & breakfasts, collectively the "accommodation(s)") can offer their available rooms for reservation, and/or (II) any other services (including but not limited to transfers, sightseeing tours, etc.) can be proposed, and through which visitors (hereinafter: “you” or “customer”) to the platform can make such reservations for accommodations or any other services.

3. Nature to the contractual relationship

The BRUSSELS BOOKING DESK acts only as an intermediary in making arrangements (reservations) for accommodations or any other services (including but not limited to transfers, sightseeing tours etc), therefore the contract for accommodation and other services will be between you and the third party. From the point at which you as a user make any arrangements (reservations) for accommodations or any other services, we act solely as an intermediary between you and the accommodation provider or service supplier, transmitting the details of your reservation to the relevant accommodation provider or service supplier and sending you a confirmation email for and on behalf of the accommodation provider or service supplier. This means that the contract for accommodation or other services is between you and the accommodation provider or service supplier and there are additional terms and conditions governing the contract as each accommodation provider or service supplier will have terms and conditions relating to their services. We act as intermediary and we have no contractual liability to you in respect of services reserved through us.

4. Privacy Policy

4.1 Your personal data

When you reserve anything via our platform or give us any personal data, we may need to collect information about you to process the transaction, fulfill your order and provide you with the services. This information may include, but is not limited to, details such as your name, your address, your phone number and your credit card details on a separate secured page.

We may pass essential booking details and any other your personal data to the accommodation provider or service supplier in order to guarantee your reservation. The placing of a reservation for any services by you will constitute consent to us passing on such details.

By disclosing your personal information to us using this platform, by email or over the telephone, you consent to the collection, storage and processing of your personal information by BRUSSELS BOOKING DESK in the manner set out in these General Terms and Conditions.

You must make sure that all the information you provide to us is true and accurate. You undertake to us that the details you give to us are correct in particular (the titles, spelling of names, … must be supplied as they appear in the passport), that the credit card you are using is your own. We shall not be liable for and shall be indemnified by you in respect of any loss or third party claims (including any cancellation fees) suffered as a result of any incorrect or incomplete details in your reservation. If there are any changes to the details supplied to us by you it is your responsibility to inform BRUSSELS BOOKING DESK about it as soon as possible.

Physical persons who do not wish to receive any further mail from BRUSSELS BOOKING DESK and/or who wish to object against the use of their personal data for marketing purposes may do so at any moment by email to info@brusselsbookingdesk.be.

By virtue of the Privacy Act, physical persons also enjoy the right to access to and correction of the personal data processed by BRUSSELS BOOKING DESK. You may request access to the personal data by email to: info@brusselsbookingdesk.be.

Our website will not stop you from making impossible reservations such as two hotel room reservations for the same time. If you make that kind of reservation we won't give you a refund.

When using our platform and/or services, the information that the BRUSSELS BOOKING DESK platform discloses is based on the information provided to us by the accommodation providers and/or service provider. As such, the accommodation providers and/or service supplier are given access to an extranet through which they are fully responsible for updating all rates, availability and other information which is displayed on the platform. Although BRUSSELS BOOKING DESK will use reasonable skill and care in performing our services, BRUSSELS BOOKING DESK will not verify if, and cannot guarantee that, all information is accurate, complete or correct, nor can BRUSSELS BOOKING DESK be held responsible for any errors (including manifest and typographical errors), any interruptions (whether due to any (temporary and/or partial) breakdown, repair, upgrade or maintenance of the platform or otherwise), inaccurate, misleading or untrue information or non-delivery of information. Each accommodation provider and/or service supplier remains responsible at all times for the accuracy, completeness and correctness of the (descriptive) information (including the rates and availability) displayed on the platform. The platform operated by the BRUSSELS BOOKING DESK does not constitute and should not be regarded as a recommendation or endorsement of the quality, service level, qualification or (star) rating of any accommodation and/or service supplier made available.

Our services are made available for personal and non-commercial use only. Therefore, you are not allowed to re-sell, deep-link, use, copy, monitor (e.g. spider, scrape), display, download or reproduce any content or information, software, products or services available on our website for any commercial or competitive activity or purpose.

5. Accommodation information and rates

The accommodation (star) ratings are the official local ratings by the COCOF (http://www.cocof.irisnet.be/) and/or Toerisme Vlaanderen (http://www.toerismevlaanderen.be/). You should be aware that standards can vary between different accommodations of the same class in different countries, and even in the same country. The BRUSSELS BOOKING DESK cannot be held responsible for any discrepancies in between the time of reservations and the time or your stay.

Images, amenities, facilities and descriptions are provided to give general information about the property. Whilst we endeavor to ensure that property amenities, facilities and descriptions offer accurate and up to date information, we obtain this information from the concerned accommodation provider so cannot guarantee this always to be the case. Images of room types do not necessarily represent the bed configuration of the room being reserved.

In most accommodations the normal check in time is 02:00 PM (local time) but in some it may be as late as 04:00 PM (local time).

We guarantee only the first night of a room reservation (unless otherwise advised at time of confirmation); accommodations may release rooms if you do not arrive by 10:00 AM (local time) following the arrival date.

We shall not be liable to you due to our inability to fulfill the reservation by reason of any fire, earthquake, flood, substantial snowstorm, epidemic, explosion, strikes, riot, civil disturbance, war, any failure or delay of any transportation, power or communications system or any similar events which are beyond our control or control of hotel or other service supplier.

We will pass on to the accommodation providers special requests such as non-smoking, adjoining or interconnecting rooms, but we cannot guarantee them. Disabled rooms usually have wheelchair access but do not necessarily include features for the seriously disabled.

Accommodations are under renovation from time to time and will take all possible steps to limit disruption to their guests. If a accommodation provider is carrying out renovations, this will not entitle you to a refund.

Triple and quad rooms may consist of twin or double bed or beds plus extra bed, or two double beds. In some accommodations, all triple rooms are doubles with an extra bed. Most accommodations do not have one full size bed for each guest in their triple or quad rooms. If an extra bed (rollaway bed) is required, an additional charge may be applied which should be paid directly to the accommodation.

Accommodation reservations must not be made with fictitious names to hold a space. If you do not reserve with the correct name you may receive non-arrival charges.

All quoted rates on the platform are per room for your entire stay and are displayed including VAT and all other taxes (subject to change of such taxes), unless stated differently on our website or the confirmation email.

Please pay attention to room amenities and meal plan for each rate. The breakfast may or may not be included. Please check the room and rate details thoroughly for any such conditions prior to making your reservation.

If the child supplement shows as N/A, bookings should be made for a triple room and will be charged at the full rate for three adults. Child supplements can only be added to the twin or double room rate to obtain the price for a room with two adults and one child. The supplements will apply to children between the ages of 2- 12 years (unless a different age range is specified). Child supplements will not be available if the child’s age is not specified at the time of booking and the accommodation provider and/or service supplier will charge for their adults in a triple room if this information is not supplied. Cots/cribs for babies are only suitable for those under 2 years. While cots may show as available at the time of the room reservation, they are subject to availability upon check in. In some accommodations no additional bedding is provided for a child where the child is either free or at a reduced price and breakfast may be charged for the child on departure. If a child requires a bed of their own you must request a triple and no child discount will apply.

Most accommodations require a major credit card to be provided upon check in to cover incidentals. In the absence of a credit card a cash deposit may be required. All extras incurred by you must be paid directly to the accommodation before departure; we will not be liable for your personal hotel charges.

Upon acceptance/payment of your room reservation we will send you a confirmation letter. You should print out a confirmation and present upon check in at the accommodation provider. You may not be allowed to check in without a confirmation or may be charged directly if you fail to present a valid confirmation.

Your ability to cancel or modify a room reservation will depend on the specific accommodation’s terms and conditions and are subject to availability. Usually we will be unable to modify your room reservation therefore we may have to cancel your original booking and make a new one.
Specific cancelation terms and charges will be displayed to you during your room reservation and specified in the confirmation email.

6. Group Room Reservations (as of 9 rooms)

Through the platform you may not book more than eight rooms online for the same accommodation /stay dates. If we, the BRUSSELS BOOKING DESK, determine that you have booked more than eight rooms in total in separate reservations, we may cancel your reservations, and charge you a cancellation fee, if applicable. If you paid a non-refundable deposit, your deposit will be lost. If you wish to book nine or more rooms, you must contact us by phone or by filling out the group request form online. One of our group accommodation consultants will handle your request and contact you to complete your group room reservation. You may be asked to sign a written contract and/or pay a nonrefundable deposit.

7. Booking Procedure

By completing an online reservation for accommodation or any other services (including but not limited to transfers, sightseeing tours etc.), or filling in a special group request form you give strict instructions to the BRUSSELS BOOKING DESK to intermediate a provided accommodation or other services reservation, offered by the actual provider or service supplier.

Subject to the customer’s authorization for required intermediation are defined as follows:

Reservations made by the customer through our platform (secure.visitbrussels.be …)

Reservations made by the customer through our customer service

By confirming a reservation the customer is bound in any case.

Reservations NOT processed through our platform (secure.visitbrussels.be …) or our customer service may have different pricing.

The customer service is liable to follow the terms and conditions set by us, as well as such additionally provided by any accommodation provider or service supplier, upon reservation.

8. Booking confirmation, delivery of confirmations

After completing a reservation for an accommodation and/or any other services through our platform (secure.visitbrussels.be …) or our customer service, the customer instantly receives a reservation confirmation via e-mail for and on behalf of the accommodation provider or service supplier.

The costumer is responsible to IMMEDIATELY check the accuracy of the confirmation details (such as name, date of departure, accommodation and/or other service confirmed, etc.) and to inform the BRUSSELS BOOKING DESK in case of any errors which might have occurred during the reservation procedure.

Any errors reported by the customer more than 24 hours after the reservation registration procedure cannot be confirmed. These changes may incur additional charges.

In case of any mistakes made by the customer during the reservation process, additional charges may be applicable even in the case where the customer had provided additional information within the mentioned period of 24 hours.

The overdue report of errors or the inability to correct them will not result in right of withdrawal from the agreement concluded with BRUSSELS BOOKING DESK.

9. Credit card or bank transfer

You pay the total amount of the reservation of the requested accommodation and/or any other services, unless detailed differently, directly to the accommodation provider accommodation and/or service supplier via the method of payment and facilities specified by the accommodation provider and/or service supplier. BRUSSELS BOOKING DESK never acts as an intermediary at this level and cannot be held liable for related misunderstandings.

Accommodation providers and/or service supplier require credit card details in order to guarantee the reservation of the requested accommodation and/or any other services. As such, BRUSSELS BOOKING DESK will send your credit card information directly to the accommodation provider and/or service supplier at which your reservation is made and BRUSSELS BOOKING DESK may verify (i.e. pre-authorize) your credit card as well. By the platform, the accommodation provider and/or service supplier has an access to all the data of the customer in relation with the reservation. The accommodation provider and/or service supplier shall be sole responsible for the perfect use and conservation of the aforementioned data, this pursuant to the applicable regulation, without BRUSSELS BOOKING DESK being worried. In order to safeguard and encrypt your credit card information when in transit to us, we use Secure Socket Layer (SSL) technology for our services.

For certain (non-refundable) rates or special offers, please note that accommodation providers may require that payment is made upfront by wire transfer (if available) or by credit card, and therefore your credit card may be pre-authorized or charged (sometimes without any option for refund) upon making the reservation and confirmation of the room reservation. Please check the room details thoroughly for any such conditions prior to making your reservation.

If the payment is processed via bank transfer, the payment transaction has to be completed within a timeframe of 24 hours in order for it to be finally reserved. Before the payment process has been finalized and we have received the payment BRUSSELS BOOKING DESK has no obligation, in case of a bank transfer only, to provide any confirmations to the customer. In any case, the customer is still responsible for paying the total price of the requested accommodation and/or any other services. BRUSSELS BOOKING DESK may request any additional documents or proof of payment from the customer such as an address and a copy of the credit card or bank deposit receipt via fax or/and by e-mail before issuing confirmations.

10. Cancellation

By making a reservation with an accommodation provider and/or service supplier, you accept and agree to the relevant cancellation and no-show policy of that accommodation provider and/or service supplier, and to any additional (delivery) terms and conditions of the accommodation provider and/or service supplier that may apply to your reservation or during your stay or during the use of any other services, including for services rendered and/or products offered by the accommodation provider and/or service supplier (the delivery terms and conditions of an accommodation provider and/or service supplier can be obtained with the relevant accommodation provider and/or service supplier).

If you wish to review, adjust or cancel your reservation, please revert to the confirmation email and follow the instructions therein. Please note that you may be charged for your cancellation in accordance with the accommodation provider's and/or service supplier’s cancellation and no-show policy. We recommend that you read the cancellation and no-show policy of the accommodation provider and/or service supplier carefully prior to making your reservation.

11. Disclaimer

Subject to the limitations set out in these terms and conditions and to the extent permitted by law, BRUSSELS BOOKING DESK shall only be liable for direct damages actually suffered, paid or incurred by you due to an attributable shortcoming of our obligations in respect to our services, up to an aggregate amount of the aggregate cost of your reservation as set out in the confirmation email (whether for one event or series of connected events).

However and to the extent permitted by law, neither we nor any of our officers, employees, representatives, subsidiaries, affiliated companies, affiliate partners, or others involved in creating, sponsoring, promoting, or otherwise making available the site and its contents shall be liable for (i) any punitive, special, indirect or consequential loss or damages, any loss of production, loss of profit, loss of revenue, loss of contract, loss of or damage to goodwill or reputation, loss of claim, (ii) any inaccuracy relating to the (descriptive) information (including rates, availability and ratings) of the accommodation as made available on our website, (iii) the services rendered or the products offered by the accommodation provider, (iv) any (direct, indirect, consequential or punitive) damages, losses or costs suffered, incurred or paid by you, pursuant to, arising out of or in connection with the use, inability to use or delay of our website, or (v) for any (personal) injury, death, property damage, or other (direct, indirect, special, consequential or punitive) damages, losses or costs suffered, incurred or paid by you, whether due to (legal) acts, errors, breaches, (gross) negligence, willful misconduct, omissions, non-performance, misrepresentations, tort or strict liability by or (wholly or partly) attributable to the accommodation (its employees, directors, officers, agents, representatives or affiliated companies), including any (partial) cancellation, overbooking, strike, force majeure or any other event beyond our control.

12. Intellectual Property

Unless stated otherwise, the software required for our services or available at or used by our website and the intellectual property rights (including the copyrights) of the contents and information of and material on our website are owned by BRUSSELS BOOKING DESK, its suppliers or providers.

13. Miscellaneous

The original English version of these terms and conditions may have been translated into other languages. The translated version is a courtesy and office translation only and you cannot derive any rights from the translated version. In the event of a dispute about the contents or interpretation of these terms and conditions or inconsistency or discrepancy between the English version and any other language version of these terms and conditions, the English language version to the extent permitted by law shall apply, prevail and be conclusive. The English version is available on our website (by selecting the English language) or shall be sent to you upon your written request.

If any provision of these terms and conditions is or becomes invalid, unenforceable or non-binding, you shall remain bound by all other provisions hereof. In such event, such invalid provision shall nonetheless be enforced to the fullest extent permitted by applicable law, and you will at least agree to accept a similar effect as the invalid, unenforceable or non-binding provision, given the contents and purpose of these terms and conditions.

14. Applicable Law and Competent Court

These Conditions are governed exclusively by Belgian law. The courts of Brussels are exclusively competent to rule over any dispute regarding the realization, validity, execution, respect and interpretation of these Conditions.

Conditions d'annulation

Holding your reservation

A valid credit card must be given when making your online reservation in order to guarantee and secure your reservation.

Cancelling your reservation

All cancellation and modifications of reservation must be done in writing to the hotel, at the latest 72 hours prior to the confirmed arrival. If you do not cancel your reservation following this procedure, the hotel will be entitled to charge you for the entire stay booked. Cancellation and modifications are only considered as valid if approved in writing by the hotel.

In case of no-show, the entire stay booked will be charged and your room will be kept for you until 10AM the day following your expected arrival date. Afterwards, the room will be offered as freely available.

In case of early departure, the remaining night(s) will still be charged.

Modifying your reservation

Please note that a change in the length of or dates of your reservation may result in a rate change.